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2015 Stowe Family Reunion Site Bid Form D

September 2011 Event Proposal Worksheet

*See ‘Recommendations’ section Page 1

Property of Stowe Family Reunion - NC

2015 STOWE FAMILY REUNION SITE BID

EVENT PROPOSAL WORKSHEET

Deadline: May 1, 2012

ADMINISTRATIVE INFORMATION

Proposed Location (City, State):

Please fill in the names of hosting families/individuals: (ex., John Smith family or John Smith)

1. 5. 9.

2.

6.

10.

3.

7.

11.

4.

8.

12.

Supporting Material: Description of the structure of your anticipated Host Family Working Committee.

ADHERENCE TO STOWE FAMILY REUNION POLICIES AND PROCEDURES

By signing this document the host family/individual agrees to adhere to the following:

The final reunion site, agenda, activities, and costs will be based on the 2015 Stowe Family Reunion

Proposal recommended by the 2013 Executive Committee (president and officers), and determined

by majority vote of the reunion body at the 2013 Stowe Family Reunion.

The host family representative(s) will work in conjunction and collaboration with the Stowe Family

Reunion president, officers, and committees to finalize and implement reunion plans. Additional

information may be requested.

The host family representative(s) will adhere to the policies and procedures of the reunion.

The host family representative(s) will adhere to the time-established values of the Stowe Family

Reunion, including a God-centered focus, family friendly environments, cost effectiveness,

affordability, inclusiveness of all family members, and collaboration.

Contracts negotiated for this proposal are considered preliminary. Final contracts must be reviewed

and approved by the 2015 Stowe Family Reunion president and officers.

Registration fees will be mailed to the 2015 Stowe Family Reunion treasurer.

Proceeds resulting from registration, reunion fundraising activities, and other contributions shall

belong to the Stowe Family Reunion.





SIGNATURES

By signing this statement, I agree to work and act on behalf of the Stowe Family Reunion.

Host Family Signatures

Host Family Lead Facilitator Name Signature/Date

Secondary Host Family Contact Name Signature/Date

Sponsoring Agency Signature

Sponsoring Agency (if applicable)

Sponsoring Agency Representative Signature/Date

Person Completing the Site Bid Forms

Person Completing the Form Signature/Date





DATES AND AGENDA (HOST PREFERENCES)

Preferred Dates: July - 2015

Reasons these dates are recommended:

Proposed Times & Events (use the number of days needed):

Times Events

Thursday:

Friday:

Saturday:

Sunday:

Monday:





FACILITY INFORMATION – 1*

Event:

Facility Name: Construction Date:

Street Address:

City Limits: Yes No

Seating capacity (min. 250): Permanent Temporary

Is this facility in compliance with the Americans with Disabilities Act? Yes No

Check available resources:

Videoboard Yes No

Public Address System Yes No

Wireless Internet Connections Yes No

High-speed Internet Connections Yes No Number

Meeting Rooms Yes No Number

Number of Public Restrooms: Number of Public Parking Spaces:

Other:

Other:

Supporting Material: Diagram Photographs Shown on Area Map Other

List:





Evaluation of Facility 1

Please rate this facility on the following (place an X under the most appropriate rating for each category and

describe if desired):

Indoor Facilities:

Excellent Good Fair Poor N/A

Meeting Rooms:

(Comments)


Hospitality Room:

(Comments)


Gym:

(Comments)


Kitchen:

(Comments)


Swimming Pool:

(Comments)


Play Areas/Activities:

(Comments)


Restrooms:

(Comments)





Excellent Good Fair Poor Unavailable

Air Conditioning:

(Comments)

Excellent Good Fair Poor

Lighting:

(Comments)

Other: Excellent Good Fair Poor

(Comments)


(Comments)

Outdoor Facilities:


Picnic Area:

(Comments)


Playground:

(Comments)


Sports Fields/Areas:

(Comments)






Swimming Pool:

(Comments)


Restrooms:

(Comments)


Drinking Water:

(Comments)


Parking:

(Comments)


Lighting:

(Comments)


Safety:

(Comments)


(Comments)


(Comments)






Event:

Facility Name: Construction date:

Street Address:

City Limits: Yes No



Check available resources:

Videoboard Yes No






Other:

Other:


List:








Indoor Facilities:


Meeting Rooms:

(Comments)


Hospitality Room:

(Comments)


Gym:

(Comments)


Kitchen:

(Comments)


Swimming Pool:

(Comments)



(Comments)


Restrooms:

(Comments)






Air Conditioning:

(Comments)


Lighting:

(Comments)


(Comments)


(Comments)

Outdoor Facilities:


Picnic Area:

(Comments)


Playground:

(Comments)



(Comments)






Swimming Pool:

(Comments)


Restrooms:

(Comments)


Drinking Water:

(Comments)


Parking:

(Comments)


Lighting:

(Comments)


Safety:

(Comments)


(Comments)


(Comments)






Event:

Facility Name: Construction Date:

Street Address:

City Limits: Yes No



Check Available Resources:

Videoboard Yes No






Other:

Other:


List:








Indoor Facilities:


Meeting Rooms:

(Comments)


Hospitality Room:

(Comments)


Gym:

(Comments)


Kitchen:

(Comments)


Swimming Pool:

(Comments)



(Comments)


Restrooms:

(Comments)






Air Conditioning:

(Comments)


Lighting:

(Comments)


(Comments)


(Comments)

Outdoor Facilities:


Picnic Area:

(Comments)


Playground:

(Comments)



(Comments)






Swimming Pool:

(Comments)


Restrooms:

(Comments)


Drinking Water:

(Comments)


Parking:

(Comments)


Lighting:

(Comments)


Safety:

(Comments)


(Comments)


(Comments)





HOTEL ACCOMMODATIONS*

Please list name, rates and mileage for properties you have tentatively reserved:

Miles to Facilities & Airport

Hotel(s)

Average

Nightly

Rate**

Rooms

Reserved

Fac. 1

Fac. 2

Fac. 3

Airport

1.

2.

3.

**Attach rate information based on room type.

Please describe any special accommodations offered by each hotel:

Hotel(s) Special Accommodations

1.

2.

3.





What local attractions are recommended within 15 to 30 minutes of hotels?

Attractions/Activities

Admission

Fee

Miles

from

Hotel

1

Miles

from

Hotel

2

Miles

from

Hotel

3

Is this a

proposed

Reunion

Activity?

Yes No

1.

Adult:

Address:

Child:

2.

Adult:

Address:

Child:

3.

Adult:

Address:

Child:

(Comments)


List:





CHURCH SERVICE LOCATION

Recommendation: Church Hotel Other Location

Will there be a family meal following the church service?

Yes No

Complete the appropriate section based on your recommendation.

Church Option:

Name of Church:

Location (Street, City, State):

Dining Facility: YES NO Dining Seating Capacity:

Distance from Hotel: Distance to After Service Meal Location:

(if other than at the church)

Is this church associated with the Stowe Family? YES NO

How?

Are family members invited to participate in the service? YES NO

In what capacity?

Seating Capacity: Possible Seating Capacity for Reunion:





Hotel Option

Hotels:

Seating

Capacity:

Dining

Capacity:

Distance to Other Location

for After Service Meal

1.

2.

3.

Other Location:

Other Facility:

Location (Street, City, State):

Distance from Hotel: Seating Capacity:

Dining Facility: YES NO Seating Capacity:

Distance to Other Location for After Service Meal:


List:





TRANSPORTATION

Closest major airport:

Rental car agencies at airport:

Taxi Rate(s) Shuttle:

Other Transportation Costs:

Supporting Material: Shown on Area Map Other

List:

OTHER ACTIVITIES

Please list all events that are also being held in your area (in the community) during the

recommended family reunion dates (i.e., festivals, conventions). In addition, please list any timelines

for construction on or around the facility (if applicable).

ADDITIONAL CONSIDERATIONS

Is there any additional information or comment you would like to provide?





*RECOMMENDATIONS

Negotiation with facilities includes that the facility will be exclusively reserved for the day of

reunion events.

Negotiation with hotels includes that the same rate for family members arriving a day prior to the

opening of the reunion and staying a day following the close of the reunion.

SUBMISSION

PLEASE RETURN ON OR BEFORE MAY 1, 2012

BY MAIL

TO:

Patrick Hairston

2013 Stowe Family Reunion President

MAILING ADDRESS

270 Belfry Dr.

Felton, DE 19943

CONTACT INFORMATION

Patrick Hairston

PHONE:

(303) 949-0802

Email:

[email protected]

Documents

2015 STOWE FAMILY REUNION SITE BID EVENT PROPOSAL ...stowefamilyreunionnc.weebly.com/uploads/6/8/3/0/6830649/2015_stowe_fam... · The final reunion site, agenda, activities, and costs